Secretary to School Administrator (Pupil Personnel Services)

Position Type

Secretarial/Clerical/Secretary

Date Posted

1/17/2025

Location

Special Education

Date Available

07/01/2025

Additional Information: Show/Hide

Position: Pupil Personnel Services (PPS) Secretary

Civil Service Title: Secretary to School Administrator/Secretary to School Principal

Full Time: 1.0

Hours: 8 a.m. - 4 p.m.

Salary: 53,500 - 75,000

Civil Service: Yes

Competitive: Yes

Job Class Code: S210/S880

Location: Briarcliff Pupil Personnel Services Department

Bargaining Unit: BEST (Briarcliff Educational Support Team)

Effective Date: July 1, 2025

All candidates must be on an active Civil Service list for Secretary to School Administrator OR Secretary to School Principal and/or currently working in the title of Secretary to School Administrator OR Secretary to School Principal. We can only hire individuals who are active on the School Administrator OR Secretary to School Principal list as of May 1, 2025.

Secretary To School Administrator Civil Service Job Description

Secretary to School Principal Civil Service Job Description

Position Description

The Administrative Assistant for the Pupil Personnel District Office/Special Education District Office is a key member of our team, dedicated to supporting the seamless operation of services for students with disabilities, including Section 504 plans, preschool special education, and school-aged special education programs. This role requires exceptional organizational skills, attention to detail, and the ability to communicate effectively with diverse stakeholders, including parents, educators, and external agencies. The successful candidate will contribute to creating an inclusive and supportive environment for students and their families.

Key Responsibilities

• Meeting and Committee Coordination.
• Schedule and coordinate attendance for CPSE, CSE, and Section 504 meetings.
• Manage the referral and review processes, ensuring all participants are informed, prepared, and equipped with necessary documentation.
• Maintain detailed logs tracking the referral process, distinguishing between eligible and ineligible students.
• Handle electronic processes, including drafting Prior Written Notices (PWNs) and meeting invitations, and preparing documents for meeting chairs.
• Assist parents of new students with the registration process.
  
  

Data Management

• Input and manage student information in the County CPSE portal for children aged 2.9 to 5 years.
• Coordinate services for eligible students, ensuring timely support and transportation arrangements.
• Oversee transitions from Early Intervention (EI) services, collaborating with the Westchester County EI team.
  
  

Financial Administration

• Utilize nVision software for financial operations.
• Create and manage purchase orders and requisitions, ensuring alignment with district policies and budgetary constraints.
• Oversee accounts receivable, ensuring accurate and timely invoice processing.
• Update and manage contracts, including those related to settlement agreements and SEDCAR Grant activities.
• Maintain accurate financial records for audits and assist with budget tracking and analysis.
  
  

Communication

• Prepare and distribute IEP progress reports (four times annually for middle/high school students; twice annually for K-5 students).
• Serve as the primary point of contact for communications involving special education staff, parents, and external agencies.
• Collaboration and Support.
• Schedule and coordinate meetings for the Director of Pupil Personnel with parents and professionals.
• Utilize IEP Direct and STAC systems to facilitate communication with Questar and manage state aid processes.
• Track and manage contracts, protocols, and transportation for out-of-district placements.
  
  

Qualifications

• Relevant administrative experience, particularly in education or special education.
• Familiarity with IEP Direct, STAC system, nVision, Microsoft Office Suite, Frontline software, and a willingness to learn new technologies.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Proven ability to work independently and collaboratively in a fast-paced environment.
  
  

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE: Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience where a primary function of the position was performing general office/clerical work, two (2) years of which must have included the use of computer applications to maintain automated records or produce correspondence, spreadsheets, forms, reports or other documents. SUBSTITUTION: Satisfactory completion of 30 credits* at a recognized college or university, or its equivalent in course hours from an approved institution or office software manufacturer (i.e. Microsoft) may be substituted on a year for year basis for one (1) year of the general office/clerical experience and one (1) year of the specialized experience using computer applications as described above. Completion of 6 credits* in word processing coursework at a recognized college or university may be substituted for an additional one (1) year of specialized experience using computer applications as described above. All coursework must be verified by official transcript.

The Briarcliff Manor School District has embarked on a journey to foster a more inclusive and equitable organization. As the district strives to cultivate a work and school community that is more inclusive, diverse, and representative, the recruitment and hiring of high-quality candidates from diverse backgrounds is a top priority. Additionally, there is a commitment to providing meaningful professional development to support all faculty and staff. Individuals who identify with historically underrepresented groups, including but not limited to BIPOC (Black/African American, Indigenous/Native American, Persons of Color), Hispanic/Latinx, LGBTQ , and individuals with disabilities, are strongly encouraged to apply.